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Administrator Guide for Cisco Unified MeetingPlace Audio Server Release 5.3
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Preface
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Introducing Cisco Unified MeetingPlace Audio Server
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Setting Up Cisco Unified MeetingPlace Audio Server
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Scheduling and Attending Meetings
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Running Reports
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Managing and Maintaining Cisco Unified MeetingPlace Audio Server
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Troubleshooting the Cisco Unified MeetingPlace Audio Server System
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Installing MeetingTime
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File Import Specifications
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Raw Data Export Specifications
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Cisco Unified MeetingPlace SNMP
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Cisco Unified MeetingPlace DCTS Addin
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Creating, Uploading, and Deleting Custom Voice Prompts
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Custom Voice Prompts
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Feedback
Table Of Contents
Introducing Cisco Unified MeetingPlace Audio Server
About Cisco Unified MeetingPlace Audio Server
About Cisco Unified MeetingPlace Voice Conferences
Controlling Conferences in Session
Configuring Cisco Unified MeetingPlace Audio Server for IP
Configuring Cisco Unified MeetingPlace Audio Server for Video
Searching for Meetings in MeetingTime
Using System Administrator Functions in MeetingTime
Adding and Deleting Records in an Object Form
About Help Desk Privileges for Attendants
Configuring Help Desk Privileges
Using the Capacity Management Tab
Introducing Cisco Unified MeetingPlace Audio Server
This chapter describes the following topics:
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About Cisco Unified MeetingPlace Audio Server
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About Cisco Unified MeetingPlace Audio Server
This software resides on the Cisco Unified MeetingPlace 8106 or the Cisco Unified MeetingPlace 8112 server. Additional software options (such as Cisco Unified MeetingPlace Web Conferencing or Cisco Unified MeetingPlace for Outlook) is installed on a Cisco Media Convergence Server (MCS). This software communicates with the Cisco Unified MeetingPlace 8106 or Cisco Unified MeetingPlace 8112 over your LAN or WAN. MeetingTime software resides on users' client desktops. (For information about the Cisco MCS, see the Installation Planning Guide for Cisco Unified MeetingPlace Release 5.3.)
Table 1-1 describes the components of the Cisco Unified MeetingPlace voice-only configuration. For a description of additional software options, see the Installation Planning Guide for Cisco Unified MeetingPlace Release 5.3.
Table 1-1 Cisco Unified MeetingPlace Voice-Only Configuration
Remember the following information:
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About Cisco Unified MeetingPlace Voice Conferences
To attend a conference, attendees dial the Cisco Unified MeetingPlace phone number at a predetermined time and date, and then enter a meeting ID, a unique number that identifies each meeting.
By default, the system assigns meeting IDs, but you can allow users to assign custom or vanity IDs (custom IDs that are easy to remember). For example, the VP of Sales might choose a vanity ID of 7355 (sell) on the touch-tone phone. For reservationless meetings, each user's profile number is their reservationless meeting ID. (For more information about vanity IDs, see the "About Establishing Security" section on page 2-24.)
Because you assign the Cisco Unified MeetingPlace telephone number, users can dial the same telephone number to attend all their conferences. Some customers even choose easy-to-remember PBX extensions for their systems, such as 6338 (meet) and 8255 (talk) on the touch-tone phone.
Additionally, when the meeting has finished or has not yet started, the system delivers the prompt: "The meeting has ended" or "The meeting has not started."
For reservationless meetings that have not yet started, the system prompts the invited participants to record their names, and then places them in the waiting room. All profile users are given the option to start the meeting with their own Cisco Unified MeetingPlace profile if desired.
For information for end users on attending conferences, see "Scheduling and Attending Meetings."
Controlling Conferences in Session
Through a touch-tone telephone interface, Cisco Unified MeetingPlace provides users with several powerful features to use during a conference, including:
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The roll call feature is limited to announcing a list of the first 120 participants. This applies to roll calls enacted both in session and in meeting recordings.
For more information about using in-session features, see the "Moderating Q&A Meetings from MeetingTime" section and "About Using Features During Meetings" section.
Configuring Cisco Unified MeetingPlace Audio Server for IP
For complete information about configuring the Cisco Unified MeetingPlace 8100 series for IP, see the Administrator Guide for Cisco Unified MeetingPlace H.323/SIP IP Gateway Software Release 5.2.1. However, remember the following information:
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Configuring Cisco Unified MeetingPlace Audio Server for Video
The Cisco Unified MeetingPlace system provides support for video conferencing, allowing meeting participants to experience the full range of multimedia integration.
Table 1-2 describes briefly the Cisco Unified MeetingPlace Video Integration capabilities. For detailed information, see the Administrator Guide for Cisco Unified MeetingPlace Video Integration Release 5.3.
Caution
Table 1-2 Video Integration Features
Scheduling and Rescheduling
All video conferences are created after the Cisco Unified MeetingPlace meeting is in session or attendable (but not started) and the first video participant tries to join the conference.
Video ports can be scheduled and rescheduled on the conference through MeetingTime and the Cisco Unified MeetingPlace web server. Video ports are managed in a separate reservation database that is similar to the existing port reservation database. Video floater ports and video overbook ports can be configured in MeetingTime. Meetings with video can also be extended, when video ports, audio ports, voice storage, and so on, are available.
For information about how video conferencing works with each meeting type, see the individual meeting type sections in "Scheduling and Attending Meetings."
Notifications
MeetingTime and Cisco Unified MeetingPlace Web Conferencing users can see when video participants join or leave a meeting, mute or unmute, pause or play, and when they switch between voice activated and continuous presence mode. The join or leave notification is triggered when Cisco Unified MeetingPlace Video Integration requests that a video participant join or leave. The mute or unmute, block or unblock, and voice activated or continuous presence notifications occur when Cisco Unified MeetingPlace Video Integration indicates the changed state.
Reporting Video Statistics
The Cisco Unified MeetingPlace Audio Server system gathers video statistics and provides them for the Raw Meeting Details report and Raw Participant Join Leave report. The Raw Meeting Details report shows the total number of video seconds for the conference. The Raw Participant Join Leave report shows the number of video seconds for each participant in the conference.
About Meeting Types
The following sections describe the Cisco Unified MeetingPlace meeting types.
Table 1-3 Cisco Unified MeetingPlace Meeting Types
"Meet me" meeting
Cisco Unified MeetingPlace users can easily attend "meet me" conference calls at a predetermined time and date by dialing a given telephone number and using a meeting ID number. Each participant can speak and listen equally.
The system provides meeting features such as breakout sessions, roll call, outdial, lock, mute, and listening to recorded meetings, which all help users to conduct organized and productive meetings.
Lecture-style meeting
Cisco Unified MeetingPlace lecture-style meetings allow for one or more speakers and several remaining participants who are listeners only. For more information about lecture-style meetings, see the "About Lecture-Style Meetings" section.
Q&A meeting
Q&A Meetings are an enhancement to the lecture-style meeting. These meetings consist of a main speaker or set of speakers acting as the facilitator or focus for the meeting. Speakers discuss the subject or topic(s) and then accept questions from meeting participants. For more information about Q&A meetings, see the "About Q&A Meetings" section.
Multiserver meetings
Multiserver meetings allow participants on different Cisco Unified MeetingPlace servers to communicate with each other as if they were in the same meeting. Multiserver meetings are ideal for:
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For more information about multiserver meetings, see the "About Multiserver Meetings" section on page 2-41.
"Zero-port" meeting
Zero-port meetings allow you to conduct web conferences without corresponding voice conferences. Zero-port meetings are particularly useful for two people engaged in a telephone conversation who want to share documents. Zero-port meetings take up no port resources on your server.
For information about scheduling a zero-port meeting, see the "Scheduling a "Zero-Port" Meeting" section.
Reservationless meeting
Reservationless meetings allow profile users to create impromptu voice conferencing meetings. Meetings are started through any touch-tone phone with the user's assigned meeting ID. Reservationless meetings are convenient because they do not require any advanced scheduling of resources.For more information on reservationless meetings, see the "About Reservationless Meetings" section on page 2-56.
Immediate meeting
When the Reservationless Meetings feature is not enabled, users can schedule an immediate meeting, which starts right away. Users can schedule immediate meetings through the telephone interface, Cisco Unified MeetingPlace Web Conferencing, or in the MeetingTime Schedule tab. For more information, see the "About Immediate Meetings" section.
Reserve All Ports meeting
Reserve All Ports meetings allow system administrators to perform system upgrades. For more information about Reserve All Ports meetings, see the "About Reserve All Ports Meetings" section.
Continuous meeting
A continuous meeting is a permanent meeting that is always in session, even after everyone leaves and hangs up. For more information about continuous meetings, see the "About Continuous Meetings" section.
Recurring meeting
Instead of scheduling a meeting that occurs more than once, users can schedule a recurring meeting (one that occurs regularly at the same time). For more information about recurring meetings, see the "About Recurring Meetings" section.
About MeetingTime
MeetingTime is desktop software that communicates with the Cisco Unified MeetingPlace 8106 or 8112 over the LAN or WAN. System administrators use MeetingTime to perform the following administrative functions:
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Meeting participants can use MeetingTime to set up, attend, and review their conferences. For information about installing MeetingTime, see Appendix A, "Installing MeetingTime."
Accessing MeetingTime
To access MeetingTime, you need to know the following information:
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See Appendix A, "Installing MeetingTime."
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to open the MeetingTime login window.
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The user ID and password are case sensitive.
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Or, click the book in the reception area window, and then click a tab for the administration function you want to use.
For descriptions of each function, see the "Using System Administrator Functions in MeetingTime" section and the sections that follow.
Searching for Meetings in MeetingTime
You can use the following methods to search for meetings in MeetingTime.
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Using System Administrator Functions in MeetingTime
When you click the book in the reception area, the Register Book opens with the Configure tab displayed (with system manager access).
The tabs in the Register Book allow access to MeetingTime functional areas. Because you log in to Cisco Unified MeetingPlace as a system administrator, MeetingTime displays some tabs that are not available to other user classes (end users, contacts, or attendants).
Table 1-4 System Administrator Functions
Configure
Manually create or modify user profiles, change system parameters, or set up custom database fields (flex fields). For more information, see the "Using the Configure Tab" section.
Report
Track system usage or bill your user community. You can also use the Report tab to generate standard reports or export raw data to other applications. For more information, see the "Using the Report Tab" section.
System
Execute actions, such as profile imports, backups, and shutdowns. The System tab also enables you to interact with system internals, such as the alarm table, the list of locked profiles, the disk usage statistics, Flex Menus, and the notification queue. For more information, see the "Using the System Tab" section.
Capacity Mgmt
Monitor the usage and manage the capacity of your Cisco Unified MeetingPlace system. From this tab you can display charts that will help you determine the appropriate times to upgrade your system. For more information, see the "Using the Capacity Management Tab" section.
You can access any system management tab directly from the MeetingTime reception room using the Administration menu.
Using the Configure Tab
In the Configure tab you enter system parameters and object tracking options in a series of form-like screens. The Views list displays the various forms you can fill out. To select a particular form, click a form name on the left side. (The labels in all uppercase letters are descriptive headings and do not represent forms.)
The right side of the screen displays the form selected in the Views list. In the Configure tab, MeetingTime does not automatically populate the forms. This enables you to browse for the form you need without querying Cisco Unified MeetingPlace for the information.
The Configure tab uses two different kinds of forms:
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The difference between the way these form types behave is that Object forms display only one of many records at a time. For example, the User Profiles form displays only one profile at a time even when many profiles are defined.
Viewing Form Field Values
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Do not select a topic heading, indicated by all uppercase letters. These are for descriptive purposes only.
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Use the scroll bars on the right side if necessary. You can also resize the Register Book. To scroll through multiple records in an Object form, click the left arrow (<) and right arrow (>) buttons at the bottom of the tab. These buttons are disabled when in a Parameter form.
For quick access to a particular user group or user profile, click the Find Records (magnifying glass) button. Search criteria is case sensitive. (For mor e information about finding records, see the "About Searching for Users, Groups, and Teams" section on page 2-23.)
Editing Values in a Form
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For an Object form, ensure that you are looking at the correct record.
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Adding and Deleting Records in an Object Form
Table 1-5 Adding and Deleting Records in Object Form
Add records
For many Object forms, such as user group, user profile, port group, and port, you can add new objects of that type. To create a new record, click New at the bottom of the tab. (The New button is disabled when you are in a Parameter form.)
Delete records
Click the Delete button. The information is removed from the screen and the record is permanently deleted from the database. (The Delete button is disabled when you are in a Parameter form.)
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Using the Report Tab
In the Report tab, you run system reports or export raw data for creating reports. The Report Type list displays the types of reports available to be run. The Report Attributes list displays the attributes of the selected report, such as the output destination (screen, file, or printer) and date range. Clicking the Generate Report button at the bottom of the tab submits the reporting job to the server.
For details about running reports from the Report tab, see the "Generating Reports from the Report Tab" section on page 4-2.
Using the In Session Tab
The In Session tab displays meetings that are currently in session, including the meeting ID, name, and scheduler. To see additional details about a meeting (for example, who is attending and which attendees are currently in breakout sessions), select the meeting in the left-most window.
The In Session tab shows meeting IDs and meeting names in the initial list of meetings that are in session. The scheduler's name displays when a meeting is selected or when a new meeting comes in session. This feature allows MeetingTime to display in-session meetings significantly faster.
To disable this feature, the registry setting:
HKEY_CURRENT_USER\Software\Latitude\MeetingTime\settings\ShowInSessionSchedNames
must be changed from 0 to 1. If this registry setting does not exist, MeetingTime behaves as if ShowInSessionSchedNames is set to 0.
Using the System Tab
In the System tab, you execute actions on the server or interact with system internals. The Actions list displays the actions available. The Attributes list displays the attributes of the selected action.
Actions include System Shutdown, Import User Profiles and Group Profiles, Import Meetings, Database Backup, and Manage and Import Flex Menus, and Help Desk Privileges for attendants. All actions have certain run-time parameters listed on the right side that you must fill out before executing the action.
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Attributes and their values populate the Attributes list.
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About Help Desk Privileges for Attendants
System administrators may decide to extend the range of system administrator privileges available to their help desk staff or attendants. This provides greater flexibility for the system administrator to delegate responsibilities to attendants. The available privileges are:
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A system administrator or above must perform the following steps to extend system administrator capabilities to attendants. By default, the only function that attendants may complete is to end meetings that are currently in session.
Configuring Help Desk Privileges
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About System Internals
System internals include Alarm Tables, Disk Usage Statistics, Locked Profiles, Notification Queue, and PC Connections. The system internals have their own associated windows to view and manipulate the associated objects.
Changing System Internals
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The Server Notification Status dialog box displays.
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Using the Capacity Management Tab
The Capacity Management tab contains tools for managing the capacity and monitoring the usage of your Cisco Unified MeetingPlace system. The Capacity Management Tools list displays each capacity management tool, and the Tool Attributes list displays the attributes for each tool.
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For more information about capacity management tools, see the "About Managing Capacity" section on page 5-12.
